Executive Admin / Sales Operations Assistant (US B2B – HIGH PAY)

Job Description (Read Carefully)

We are a US-based company selling AI and IT services to US businesses. We are looking for a highly organized, proactive Executive Admin / Sales Operations Assistant to support the company owner directly.

This role is for someone who is detail-oriented, professional, and comfortable working closely with leadership. You will be deeply involved in meetings, follow-ups, proposals, and deal coordination.

This is a full-time, long-term independent contractor role for someone who wants stability, responsibility, and growth.

What Makes This Role Different

Above-market pay for the Philippines

Direct partnership with the company owner

Clear ownership over admin + sales support tasks

Exposure to real AI and IT sales processes

Long-term growth opportunity as the company scales

If you enjoy being organized, making sure nothing slips through the cracks, and helping deals move forward, this role will be a great fit.

Your Core Responsibility

Your job is to keep the business organized and moving forward by ensuring meetings are documented, follow-ups happen, and proposals and contracts are completed on time.

You are the operational backbone of the sales process.

What You’ll Be Doing (Very Important)
Meeting & Executive Support

Sit in on internal and client meetings (camera on)

Take clear, structured notes

Capture:

Decisions

Action items

Owners

Deadlines

Send clean meeting recaps within 24 hours

Client & Internal Follow-Ups

Send follow-up emails after meetings

Confirm next steps with clients

Schedule and reschedule meetings

Chase missing information, documents, or approvals

Follow up on proposals and contracts until completed

Proposals & Contracts

Prepare proposals using company templates

Customize scope, pricing, and timelines based on guidance

Prepare contracts and DocuSign envelopes

Track proposal and contract status:

Drafted

Sent

Viewed

Signed

Deal & Task Tracking

Maintain a simple deal and task tracker

Ensure no proposal, follow-up, or task is forgotten

Coordinate between the owner, sales manager, and other tea ---------- mbers

Provide weekly summaries of:

Meetings held

Proposals sent

Deals in progress

Calendar & Scheduling

Manage the owner’s calendar

Schedule meetings efficiently

Prevent unnecessary back-to-back calls

Handle reschedules professionally

Work Schedule

Full-time availability

8:00 AM – 5:00 PM California (Pacific) Time

1-hour unpaid lunch break

Monday–Friday only

No weekends

Compensation

$1,400 USD per month

Optional performance-based bonus available based on follow-up execution, organization, and overall support quality.


Paid monthly via Wise only

This is above-market compensation and is intended for someone reliable, professional, and detail-oriented.

Important Classification

Independent contractor role (not employment)

No benefits, payroll, or tax withholding

You are responsible for your own local taxes

Independent Contractor Agreement required

Payment via Wise only

Requirements

Excellent written and spoken English

Strong note-taking and organization skills

Comfortable sitting in client meetings

Professional email communication

Experience with proposals, contracts, or sales support preferred

Strong attention to detail

Reliable high-speed internet

Quiet home workspace

Computer, headset, and webcam required

Who This Role Is For

? Highly organized professionals
? Strong communicators
? Detail-oriented and proactive individuals
? People who enjoy supporting sales and leadership
? Those looking for long-term stability and growth

Who This Role Is NOT For

? Entry-level VAs
? People who need constant reminders
? Poor writers or note-takers
? Anyone looking for part-time or gig work

How to Apply (Required)

To be considered, please submit:

A short video (1–2 minutes) introducing yourself and your admin/sales support experience

A brief summary of your background (especially proposals, follow-ups, or exec support)

Confirmation that you can work full-time during California business hours

Confirmation that you can be paid via Wise

Applications without a video will not be reviewed.

Final Note

This role is critical to keeping the business organized and moving forward. We pay well because we value reliability, professionalism, and ownership.

If you take pride in staying organized, following up consistently, and helping deals close smoothly, this role offers a long-term opportunity with a growing US company.

ideo Submission Instructions (Required)

To be considered for this role, you must submit a short video. Applications without a working video link will not be reviewed.

How to Record Your Video

Length: 1–2 minutes

Speak clearly in English

Record in a quiet, well-lit environment

Use your webcam (camera ON)

No editing required — simple and professional is best

What to Cover in the Video

Please briefly cover:

Your name

Your experience as an admin / sales support / executive assistant

Your experience with meeting notes, follow-ups, proposals, or contracts

Why you are interested in a long-term role with a US company

Where to Upload Your Video

Upload your video to ONE of the following platforms:

Loom (preferred)

Google Drive

Dropbox

Important Instructions

Set permissions to: “Anyone with the link can view”

Paste the video link directly into your OnlineJobs.ph application message

Do NOT email the video

Do NOT upload large files directly to OnlineJobs.ph

Optional (Strongly Recommended)

You may also include:

A short written summary of your experience

Any relevant examples of proposals, notes, or documents (if available)

Final Reminder

We pay above market and expect professionalism. The video helps us quickly identify candidates with strong communication skills, confidence, and attention to detail.